March 8, 2015 Zimfest Association Board Meeting Synopsis
Members present: Tsitsi Hantuba, Alex Weeks, Daniel Lockley, Amy Robinson and Jacqueline Fallon. Alex lead the meeting in David’s absence.
Nonvoting member in attendance: Claire Jones
Members absent: Jennifer Kyker, Paul Mataruse, Dana Moffett and David Simon.
February Minutes and Synopsis
These were approved via email conversation in February. The synopsis was posted to the blog.
Possible Zimfest Chapter in Texas
The board received an email last month from Jeremy Phillips, “a public school music teacher in Texas and a very active marimba program in the Dallas-Fort Worth area.” He directs “11 groups for youth and kids” as well as an adult group. He inquired as to whether it would be possible to create a local chapter under our nonprofit status. We were supportive of the idea of a Zimfest chapter but not clear about the legal possibility. Daniel will contact Jeremy on behalf of the board and recommend that he research the Texas state regulations regarding nonprofit registrations. We will look into this in Washington where we are currently registered.
Claire reported that teacher and performer applications are slowly rolling in. The current deadline is March 14, so we might need to extend the deadline. Last year we had more Zimbabwean teachers than we could accommodate for workshops. We are wondering whether we are losing momentum and may need to make the festival smaller.
Claire and Michael B. made a site visit to WOU. The Pacific Room will be used for concerts. The location of the outdoor stage and marketplace has been identified. The possibility of camping is being explored.
The OC is also looking into creating a Zimbabwean dinner one night. The catering kitchen is adjacent to the Pacific Room. Ruth from Portland has previously done this catering in the past, but we need to confirm that she has the appropriate certification. A waiver may need to be requested. Alternatives include offering a cooking class or daytime catering at the marketplace.
Nathan Beck looked into Lewis and Clark. The music faculty agreed to cosponsor ZF, but that cannot be done during the summer. Facility fees would be cost prohibitive, so Lewis and Clark will not be an option.
U of O or WOU remain options. Janis Weeks and the African Studies dept. offered to cosponsor. Aug. 11-14, 2016 is the only option to have access to the ballroom. Costs are projected to be considerably higher that WOU. The board agreed to ask WOU to hold the 2016 dates, but Claire and Tsitsi will generate a tentative cost estimate for U of O for 2016 in order to give the board more precise information for this decision.
ZF 2015 “Save the Date” Cards
They are ready. Send Claire your address if you want some for your community.
Board and Bylaws Policy Review
The board conducted its annual mandatory review. Key issues discussed include the Zimbabwean guest and travel policy.
Alex read through each of the policies and encouraged discussion. Board members had reviewed these in advance of the meeting and had the chance to raise questions and voice comments.
Bylaws review—Tsitsi proposed that the term of the treasurer be defined to run for a full calendar year.
We want all board members’ input and approval of decisions regarding these important issues.
Board Recruitment Pestering
Please continue to ask others to join the board. We are still in need of a new treasurer.
Meeting called to order and adjourned at 7:18 pm PST.
Minutes compiled by Amy Robinson.
Next meeting—April 12, 6-8 pm PST
FYI, it’s the UO “African Studies Program” not Department http://africa.uoregon.edu/. Compared to departments, programs have way less financial & administrative support. Our budget is tiny. But we make up for it with extreme enthusiasm.
Thanks for your correction, Janis!
Thanks for sharing! Interesting about the idea of a Texas chapter. We work with several non-profits here in order to secure grants. They generally have to be Texas based. That could open up more possibilities for spreading this music.
I would to hear more details and discussion about the review of Board polices and the Bylaws.
“The board conducted its annual mandatory review… ”
… of Board Policies and the Association Bylaws?
“Key issues discussed include the Zimbabwean guest and travel policy.”
What are the concerns with the guest and travel policies?
“Alex read through each of the policies and encouraged discussion. Board members had reviewed these in advance of the meeting and had the chance to raise questions and voice comments.”
What questions? What comments? What discussion? Was any consensus reached? Is there further work that needs to be done?
“Bylaws review—Tsitsi proposed that the term of the treasurer be defined to run for a full calendar year.”
Currently, the bylaws ready, “6.4 Officers shall be elected by an affirmative vote of a majority of those Directors present at a meeting where a quorum of Directors exists. Each officer shall hold office for one year or until he or she resigns or is removed or is otherwise disqualified to serve, or until his or her successor shall be elected and qualified, whichever occurs first.”
Is the idea for the Treasure to be elected in December to start serving in January? This makes sense given that the finances of the previous festival can be wrapped up by December, and the budget for the next year is often not finalized until after December.
Does it make sense for ALL officers of Zimfest Association to be elected to start serving in January? Or does it make more sense for officers to be elected at Zimfest? What are the advantages and disadvantages?
Is the role of Treasurer so heinous that no one wants the job? What could be done to make it a less heinous position?
“We want all board members’ input and approval of decisions regarding these important issues.”
It is my belief that the more our wider community can know what is going on within the Association, the Board and on committees, the more likely there will be someone who will become interested in becoming more involved. That’s how I first became interested in joining the Board before having the opportunity to serve.